Set Up Forms Your Team Fills In

Staff forms are forms your own team fills in instead of your clients: onboarding paperwork, the handbook everyone signs, a safety policy, an opening checklist, an incident report. They use every question a client form has, including Document to sign for the policy itself and File upload for a license or a certificate.

Create a staff formCopy a link to this section

1. On the web, go to Business Settings → Forms and open the Staff Forms tab. You need Manage Forms, which owners and managers have from the start.
2. Choose Create Staff Form.
3. Name it, add a description, and add your questions. To have everyone sign a document, add a Document to sign question and choose Attach Document (see Have Clients Sign Documents and Upload Photos).
4. Set it up on the right (see below) and choose Create Form.

Who a form is for is decided when you create it: a client form stays a client form, and a staff form stays a staff form. Staff forms are never shown to clients, on the booking page, the kiosk, a shared link or anywhere else.

Choose who fills it inCopy a link to this section

Under Who fills it in:

• Everyone on the team: every team member at the locations it reaches, people who join later included.
• Turn that off to pick Team members by name. Only they are asked.

One location, or every locationCopy a link to this section

If your location belongs to a location group, Locations offers:

• This Location Only: only this location's team fills it in.
• All Locations in the Group: the team at every location of the group fills it in. You still edit it here, and the other locations cannot change it.

Each location sees the answers given there. The group's Forms page, with every location selected, shows the answers from all of them in one table, with the location of each.

Someone who works at two locations fills a shared, once-per-person form once: their answer counts at both.

RulesCopy a link to this section

• Required: the form shows as To do for each person until they fill it in.
• Ask: Once per team member (the handbook) or Any time (a daily checklist, an incident report: people fill it in as often as they need).
• Ask again after (days): with Once per team member, set 365 to have everyone sign again every year. Leave it empty to ask only once.
• Active: an inactive form is hidden from the team but keeps its answers.

Filling them inCopy a link to this section

Every team member finds their forms under My Forms: in the account menu under the avatar at the top right on the web, next to My Tasks and Team Board, and in the app's Profile tab. The number beside it counts the required forms they still have to fill in.

My Forms lists the forms that are for them, the ones still to do first (marked To do), with when they last filled each one in. Choose a form to fill it in; a form asked any time can be chosen again whenever it is needed, and one filled once shows Done. Answers are filed under their name, and closing the form before sending it asks first, so nobody loses what they typed.

Who sees the answersCopy a link to this section

Staff answers are your team's own paperwork, so they are kept tighter than client answers:

• People with Manage Forms (owners and managers by default) see every staff submission under Business Settings → Forms → Submissions, can filter by form, print them and export them.
• Without it, nobody else reads a team member's answers: the API returns each person only the staff submissions they filled in themselves. Client answers are shown as before.

Staff submissions are left out of the Form Answers report, which counts what clients answered.